Virginia Childcare Licensing Requirements
Virginia childcare centers must include 13 mandatory sections in parent handbooks per Virginia Administrative Code 22VAC40-185-60.
Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every Virginia childcare parent handbook per state licensing rules.
| Section | Description | Citation | Status |
|---|---|---|---|
| Hours of Operation | Days and hours the facility is open; holiday closures; late pick-up policy. | Virginia Administrative Code 22VAC40-185-60 | Required |
| Behavior Guidance and Discipline Policy | Positive guidance techniques used; prohibited discipline methods; progressive steps. | Virginia Administrative Code 22VAC40-185-420 | Required |
| Illness and Exclusion Policy | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | Virginia Administrative Code 22VAC40-185-530 | Required |
| Medication Administration Policy | Procedures for administering prescription and non-prescription medications; authorization requirements. | Virginia Administrative Code 22VAC40-185-510 | Required |
| Emergency Procedures | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | Virginia Administrative Code 22VAC40-185-540 | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | Virginia Administrative Code 22VAC40-185-340 | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | Virginia Administrative Code 22VAC40-185-560 | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | Virginia Administrative Code 22VAC40-185-60(a) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | Virginia Administrative Code 22VAC40-185-60(b) | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | Virginia Code §63.2-1509; 22VAC40-185-420(c) | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | Virginia Administrative Code 22VAC40-185-60(c) | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | Virginia Administrative Code 22VAC40-185-520 | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | Virginia Human Rights Act §2.2-3900; 22VAC40-185-30 | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | Virginia Administrative Code 22VAC40-185-690 | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | Virginia Administrative Code 22VAC40-185-700 | Recommended |
Staff-to-Child Ratios
Virginia mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| Infant (0-16 months) | 1:4 |
| Toddler (16-24 months) | 1:5 |
| Toddler (2 years) | 1:6 |
| Preschool (3 years) | 1:9 |
| Preschool (4-5 years) | 1:10 |
Immunization Requirements
- DTaP
- Polio
- MMR
- Varicella
- Hib
- Hepatitis B
- Hepatitis A
- Pneumococcal
Background Check Requirements
- Virginia State Police background check
- FBI fingerprint check
- Child Protective Services (CPS) registry check
Inspection Frequency
Annual; complaint investigations; re-inspections following violations
Penalties for Non-Compliance
Civil penalty up to $5,000/violation; license suspension or revocation under Virginia Code §63.2-1709
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Generate a Virginia-Compliant Handbook for $29Frequently Asked Questions
How many sections must be in a Virginia childcare parent handbook?
Virginia childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the Virginia Department of Social Services, Division of Licensing Programs.
Who oversees childcare licensing in Virginia?
Childcare licensing in Virginia is regulated by the Virginia Department of Social Services, Division of Licensing Programs. You can find official licensing information at https://www.dss.virginia.gov/facility/cc.cgi.
What happens if a Virginia childcare center doesn't have a compliant handbook?
Non-compliance with Virginia parent handbook requirements can result in: Civil penalty up to $5,000/violation; license suspension or revocation under Virginia Code §63.2-1709
How often are Virginia childcare centers inspected?
Virginia childcare centers are subject to the following inspection schedule: Annual; complaint investigations; re-inspections following violations